Tips for Advisors on Trips
In order for a club or organization to host a trip off campus, there must be a faculty or staff advisor present. The club/organization may choose who they bring as an advisor, and this information must be given to the Student Activities office no later than 1 week before the trip. Failure to find an advisor may cause the trip to be cancelled.
List of Procedures for Off-Campus Trips:
1) The advisor or student in charge must collect a list of the names of the students going on the trip and the tickets (if applicable) from the Student Life Office. If there are any problems retrieving these things, please contact the GA on Duty and he/she will help you to obtain the items. (Visit or call the Student Life Office for GA on Duty contact info)
2) Highlight or check off the students' names as they get onto the bus to ensure that they paid and have the Liability Waiver form turned in. If they do not have a form, they must fill one out on the spot. (Extra waiver forms will be with the list of names). Once all forms are turned in, have the student rep on the trip take them to the Student Union Office (for the manager on duty) or drop them off at Public Safety.
3) Once all students arrive (or when the departure time comes), tell the bus driver that he/she can go.
4) Once at the destination:
A) Give the tickets to the students (if applicable)
B) Give them the Trip Contact cards in case there is a problem
C) Remind them about the departure time
D) Find out if anyone will not be returning on the ride home
5) Once the group comes back to the bus:
A) Check off each name so that you know who is on the bus
B) Remind them that they must tell you if they are getting off for any reason. For example, a student may check-in, but then decide to take one last bathroom break.
C) Do not leave until everyone that was on the list is on the bus. If it appears as though students have not returned, ask if any of their friends are on the bus. This helps to track down where the students are. You can also check to see if the number that they put on the sign-up sheet is their cell phone number. If it is, then you can call them to find out where they are.
6) When all are accounted for, the bus may leave.
7) Upon returning to SHU, let the bus empty and then give the driver a tip that was provided with the roster.
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